Finance and Admin Manager

Muslim Hands Inc; Village of Valley Stream (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid time off

Competitive salary

Opportunity for advancement

Parental leave

Job summary

Muslim Hands USA in Valley Stream, NY, is seeking a Finance and Admin Manager to lead finance, accounting, and office operations. The role covers HR-adjacent tasks, IT coordination, and strong governance. It is a 12-month fixed-term contract, full-time, onsite five days a week with some fundraising support.

Requirements include a finance/Accounting degree (CPA preferred) and 3+ years in financial management, with nonprofit exposure. Proficiency in QuickBooks and Microsoft 365 is essential.

Qualifications

• Bachelor’s degree in finance, Accounting, Business Administration, or related field; CPA preferred.
• At least three years’ experience in financial management or accounting with admin duties.
• Knowledge of bookkeeping, reconciliations, budgeting, management accounts and audit support.
• Nonprofit experience with donor/grant accounting and regulatory compliance desirable.
• Proficiency in QuickBooks and Microsoft 365 (Excel/Word/Outlook/Teams).
• Strong IT and office equipment troubleshooting; able to work with external IT support.
• Excellent analytical, problem-solving, written and verbal communication skills.

Responsibilities

• Manage day-to-day finance operations including accounts payable/receivable, payroll, banking and records.
• Post accounting transactions, maintain general ledger, and support month-end/year-end close.
• Prepare monthly management accounts, cash-flow forecasts, budgets and reports.
• Perform bank reconciliations and investigate discrepancies promptly.
• Manage donor-restricted budgets and ensure funds are used as planned.
• Coordinate annual budgeting and monthly reviews; produce official reports.
• Maintain controls and liaise with auditors, banks and external advisers.
• Ensure regulatory reporting compliance and advise on policies.
• Oversee admin/office services, procurement, and supplier relations.
• Provide admin support to managers; prepare documents and meeting papers.
• Assist onboarding/offboarding and staff records in coordination with teams.

Skills

Analytical skills

Problem-solving

Written communication

Verbal communication

Organizational skills

Attention to detail

Prioritization

Confidentiality awareness

Stakeholder collaboration

IT troubleshooting

Education

Bachelor’s degree in finance/Accounting/Business Administration

Professional accounting qualification (CPA) preferred

Tools

QuickBooks

Microsoft 365

Job description

Benefits

• Paid time off
• Competitive salary
• Opportunity for advancement
• Parental leave

Finance and Admin Manager

Type: Full-Time

Duration: 12-Months’ Fixed Term Contract (with a 6-Month Probationary Period), renewable based on performance

Hours: 40-hour work week

Based at: Muslim Hands USA office, Valley Stream, New York.

Work Arrangement: Required to work fully onsite at our New York office, five days per week. Occasional evening, weekend, and travel commitments may be required to assist with Fundraising activities.

Role Scope: Finance, accounting, administration, office services, basic IT coordination, and general management support.

Position Summary

The Finance and Admin Manager is responsible for the effective delivery of finance, accounting, administration, and office support, with basic coordination of IT and systems matters. The role ensures accurate financial records and reporting, efficient administrative operations, and dependable day-to-day support. Working collaboratively across the organisation, the postholder will maintain strong controls, responsive services and high standards of compliance and customer service.

Key Responsibilities

Finance and Accounting

• Manage day-to-day finance operations, including accounts payable and receivable, invoicing, payroll, banking, and the accurate maintenance of financial records.
• Process and post accounting transactions, maintain the general ledger and support month-end and year-end close activities.
• Prepare accurate monthly management accounts, cash-flow forecasts, budgets and financial reports for management and the board.
• Complete bank, balance-sheet, and system reconciliations and investigate discrepancies promptly.
• Manage organizational and donor-restricted budgets, monitor expenditure, and ensure funds are used in line with approved plans and donor requirements.
• Coordinate annual budget planning and monthly budget-review meetings, producing official monthly, quarterly, and annual reports.
• Maintain robust accounting controls, procedures, and audit-ready records, and liaise with auditors, banks, and external advisers.
• Carry out financial data checks, support statutory and regulatory reporting, and advise colleagues on accounting policies and controls.

Administration and Office Support

• Oversee day-to-day office administration and ensure an efficient, professional, and well-organized working environment.
• Coordinate correspondence, filing, document control, meeting arrangements, diaries, records, and general administrative workflows.
• Provide administrative support to managers and teams, including preparing documents, reports, presentations, and meeting papers.
• Manage office supplies, equipment, facilities requests, service contracts, and relationships with relevant suppliers.
• Support procurement activities by obtaining quotations, raising, and tracking purchase requests and maintaining supplier records.
• Maintain appropriate organizational records and help ensure administrative processes meet legal, regulatory, and internal requirements.
• Assist with onboarding and offboarding administration, staff records, and practical workplace arrangements in coordination with relevant colleagues.

Basic IT Coordination

• Provide first-line support for routine IT issues involving laptops, printers, email, Microsoft 365, video-conferencing tools, and office connectivity.
• Set up basic user equipment and accounts in coordination with approved external IT providers, and maintain an accurate asset register.
• Log, track, and escalation technical incidents, following through to resolution and keeping users informed.
• Support good cyber-security practices, including secure password use, access controls, software updates, data handling, and prompt reporting of suspicious activity.
• Maintain simple user guidance and help colleagues use core office systems effectively.

General Administrative and Team Support

• Act as a responsive point of contact for finance, administration, facilities, and basic systems queries.
• Develop practical processes, templates and tools that improve service quality, efficiency, and accountability.
• Balance multiple priorities, resolve operational problems and provide firsthand support during busy periods.
• Work collaboratively across departments and with diverse stakeholders, maintaining confidentiality and a professional service-focused approach.
• Provide occasional support for fundraising activities as required, helping the organisation achieve its goals and objectives.

Qualifications and Experience

• Bachelor’s degree in finance, Accounting, Business Administration, or a related field; a relevant professional accounting qualification or CPA is preferred.
• At least three years’ relevant experience covering financial management or accounting, with demonstrable administrative or office-services responsibilities.
• Working knowledge of bookkeeping, reconciliations, budgeting, management accounts, financial controls, and audit support.
• Experience in a non-profit environment, including donor or grant accounting and regulatory compliance, is desirable.
• Proficiency in accounting software such as QuickBooks and strong working knowledge of Microsoft 365, including Excel, Word, Outlook, and Teams.
• Confidence in resolving routine IT and office equipment issues and working effectively with external IT support providers.
• Strong organizational skills, attention to detail and the ability to prioritize finance, administration, and service-delivery tasks.
• Excellent analytical, problem-solving, written and verbal communication skills.
• Ability to handle confidential information appropriately and work collaboratively with colleagues, suppliers, advisers, and other stakeholders.

Notes

• Applicants must be legally authorized to work in the United States. No work permit sponsorship, visa sponsorship or immigration assistance will be provided for this position.